Broomfield and Kingswood Parish Council

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Draft minutes - to be approved at the next meeting

Minutes of a meeting of the Parish Council held at the
Kingswood & Broomfield Village Hall, Gravelly Bottom Road, Kingswood on Monday 1^st March 2010

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Present:

Cllr Bob Bowker                                   Cllr Peter Coleman                      Cllr Mike Evans                            

Cllr Peter Forster                      Cllr Beth Hendy (Chairman)         Cllr Derek Hobson (Vice Chair)      

Cllr Tom Hoy                             Cllr Fay Rouse                          (8)   

Sue Wotton - Clerk                                                         

Gail Gosden - Assistant Clerk / RFO

Cllr Jenny Whittle – KCC

PCSO Richard Kirby

PCSO Supervisor, Nicola Morris

There were 4 members of the public present, no questions were asked.

Cllr Hendy opened the meeting at 7.10pm and advised members of the public that Agenda item 5 would be moved to the top of the Agenda to discuss the closure of the Kingswood Doctors Surgery.

Apologies for Absence

Cllr Parvin         Mayoral duties

239.      Personal & Prejudicial Interests        

Cllr Coleman     Personal interest, Min 265(ii) - Gravelly Bottom Road

Cllr Rouse         Personal interest, Min 243     - Doctors surgery

Cllr Hobson       Personal interest, Min 243     - Doctors surgery

Cllr Hoy            Personal interest, Min 259     - Village Hall

240.      Minutes of the Meeting held 1^st February 2009 and Matters Arising

Cllr Rouse proposed these minutes be accepted as true record, seconded by Cllr Coleman and signed by Cllr Hendy.   There were no matters arising.

241.      Minutes of the Planning Committee Meeting held 16^th February 2009 and Matters Arising

Cllr Hoy proposed these minutes be accepted as true record, seconded by Cllr Evans and signed by Cllr Hendy.   There were no matters arising.

242.      Footpaths Blockage, Lenham Road      

(i)         Lenham Road – Ass Clerk informed Councillors that witness forms have been circulated and once sufficient completed forms have been returned they will be forwarded to PRoW at KCC.   Cllr Coleman offered to write a letter to a local landowner concerned with the footpath in question. 

        ACTION – Cllr Coleman

(ii)         Broomfield Church – Clerk had received e-mail from resident regarding blocking of public footpath (KH299) to dogs, at St. Margaret’s churchyard.   KCC PRoW Officer, John Pelham, had offered two new kissing gates for this area to resolve the issue, Victoria Wallace at Leeds Castle had volunteered her staff to install them.  Churchyard gate needs PCC approval at their next meeting on 10^th March, Cllr Evans attending                      ACTION – Cllr Evans

243.      Parish Doctor Facilities

Meeting closed at 7.42pm and re-opened at 8.42pm.   Cllr Rouse left the meeting at 8.45pm.

(i)         General update – Dr Minnet informed Councillors that the Kingswood surgery at Cayser Drive remained closed due to structural defects.   Costs to make the building fit for purpose are approximately £50k.  The current owner of the property, Dr Czykowski, is reluctant to meet the repair/upgrade costs and the legal obligations that would be incurred.   The Practice is obliged to meet the reasonable needs of its patients but this does not necessarily require them to continue to provide a surgery in Kingswood.

Dr Minnet emphasised that requests for home visits would be considered on individual merits.   The new Langley Surgery partnership between Drs Minnet and Dennison commences on 1^st April at Langley and it is likely they will submit to the PCT, the need to close the Kingswood Surgery.   The Practice would be interested in discussing with the Village Hall committee, a weekly prescription collection facility.  Dr Minnet extended his apologies regarding the lack of information and communication with their Kingswood patients on this matter and it was agreed that consultation would take place via a questionnaire, a draft of which would be sent to Councillors for their consideration.

(ii)         Volunteer car drivers – Cllr Bowker had established that there would be a minimum charge of £5 via a recognised volunteer car scheme between Kingswood and the Langley surgery.   Councillors agreed to place a notice in the June village magazine asking for local people who would be prepared to voluntarily drive Kingswood patients to the Langley surgery, and that the surgery be asked to co-ordinate this facility.                                         ACTION - Clerk

Cllr Hoy expressed disappointment that so few residents/patients had attended this meeting and suggested that they should be made aware that their lack of representation did not accurately reflect the  level of feeling and concerns regarding the closure of the Kingswood surgery, to Dr Minnet or the PCT.

It was agreed that Cllrs Hendy/Forster would represent the Parish Council in liaising with the Practice.                         ACTION – Cllrs Hendy & Forster

244.      Policing

(i)             Police Report and Crime Figures 1^st to 28^th January 2009.   PCSO Kirby reported 6 crimes:  17/02 - Youth shelter at Sports Field, fire damage; 22/02 to 23/02 - attempt theft from Nine Oaks, Lenham Road, nothing taken, padlock broken; 14/02 to 17/02 - theft of motor vehicle (Jeep Cherokee) from Gravelly Bottom Road; 03/02 - Aggravated Vehicle Taking, Gravelly Bottom Road, offender charged; 10/02 - theft from  motor vehicle, 2 chain saws taken from back of a pick-up at Leeds Castle; 08/02 to 09/02 - theft of a flat-bed trailer from Cross Drive.

(ii)            On Friday 26/02 a team of Officers visited all residents in Charlesford Avenue to discuss their local concerns.   Speeding in Charlesford Avenue was identified as a major issue.   PCSO Kirby would be attending Kingswood Primary School for the annual Cycling Proficiency testing and later with the  mobile Police Station for bicycle marking.  He would also be meeting with Steven Adamson regarding the youth football tournament.

(iii)           Police Surgeries – PCSO Kirby offered a guaranteed Police Surgery at the second Tuesday of every month during the ‘Drop In’ at the Village Hall plus attendance at the monthly Saturday Coffee Mornings when shift patterns allow.

(iv)  Neighbourhood Watch - Cllr Bowker advised there was a discrepancy between Police and NHW crime figures and requested PCSO Kirby look into this matter.   Police are looking for a ‘K&C’ scaffolding van, a white Ford Transit pick-up, K269 DKU.

245.      Youth Football Tournament Update  

Cllr Coleman reported that the first committee meeting was held on 25^th February.   Due primarily to Parish Council insurance issues, the tournament venue would now be Kingswood Primary School by kind permission of head teacher, Emma Hickling.   Refer report of 26^th February for full details, previously circulated to all members and tournament committee, copy retained on file.  Cllr Coleman advised that they are looking for a celebrity to open the event and/or present prizes, and entertainment.   Help on the day would also be appreciated. 

246.      Emergency Contact List

Clerk reported that Cllr Bowker had advised keeping a contact list would not be permissible under the Data Protection Act and therefore suggested this proposal be shelved; Cllr Hendy asked that further enquiries be made to clarify this.                          ACTION – Clerk

247.      Kent County Council

Cllr Whittle informed the meeting that she had written to KHS complaining about the disgraceful conditions of local roads.  KCC intend employing local contractors regarding pothole repairs, from 1^st April.  Cllr Whittle is a Member of the Health and Scrutiny Committee and can be contacted in regard to public health issues.   1^st March is ‘National Offer Day’ when children receive their secondary school allocation. Cllr Whittle regretted that she was not able to help as she had hoped regarding the issue of overhanging trees at Kingswood Primary School.  MBC and KCC are working together to introduce community forums.  The newly acquired salt bin will be moved ASAP to its correct position in Charlesford Avenue.                                                                                       

248.      Maidstone Borough Council

No report (see ‘Apologies for Absence).

249.      Committee Membership

It was unanimously agreed that newly co-opted Member, Cllr Forster, would join the F&GP, Planning and Sports Field Committees with immediate effect.

250.      Planning

(i)         Applications:    None received

(ii)         Decisions (MBC):    MA/09/1853 – Hunters Moon, Broomfield Road, Kingswood – erection of a two-storey side extension – application withdrawn

251.      Responsible Finance Officer’s Report

Current Account   -  £200.00

Reserve Account -   £ unavailable

There were receipts of £2,000.00 from Jenny Whittle’s KCC Members’ Grant towards the cost of the resurfacing of the car park and £100.00 from the Star FC this month.   Payments for February totalled £2,215.78.

252.      Finances                                                                                                        £        Chq No

(i)         Invoices for payment:

Clerk – Pay, mileage & room expenses, 20 Jan to 20 Feb 2010                    1,008.05     624

            Ass Clerk/RFO                         ----- “ -----                                                        767.72     625

            HMRC – Clerks’ PAYE & Employer’s NI contribution   -----“-----                         397.67     626

            Clerk – Expenses – postage stamps                                                                  7.20     627

            A/Clerk – Expenses – postage – parking- ink (Annual Report)                          135.99     628

Clive Stanley Associates – Webmaster Services 26/11/09 – 17/02/10               225.50     629

Cllr Evans proposed that these payments be made, seconded by Cllr Hoy and agreed by all.

(ii)         Invoices received since publication of agenda:

            Viking Direct – Stationary -                                                                             140.66    630

            Kingswood Primary School – football tournament                                            290.00    631

            Cllr Peter Coleman – Clerk’s office telephone bill            (3 months)                   44.66    632

These payments to be ratified at the next meeting.

(iii)        Other:

Bank Reconciliations – January 2010 - verified by Cllr Evans and signed by Cllr Hendy.

Clerks’ hours - The Clerks had collectively worked in excess of 170 hours for the period 20th Jan – 20^th Feb.   Clerk expressed concern as her hours were 100+ and Ass Clerk advised that the budget would be exceeded if the hours worked continued to surpass contracted hours.   Clerk suggested hours could be decreased by Members taking on some areas of responsibility themselves, including external meetings and attendance at monthly Coffee Mornings.   A/Clerk to supply to next months meeting the average hours worked.                                                                                                ACTION - A/Clerk

Clerks’ Annual Pay Review - It was agreed that this would be discussed at an F & GP Committee meeting to be held prior to the Sports Field Committee meeting on 3rd March.

A/Clerk’s membership to SLCC - As above, to be discussed at F&GP meeting 3^rd March.  

253.      Affordable Housing

Clerk reported that on February 10^th she, together with Cllr Hendy, had met with MBC Leader, Cllr Chris Garland and KALC Maidstone Chairman, Cllr John Wilson, regarding the ongoing delays being experienced in the preparation and signing of the s106 Agreement and other legal requirements, following planning approval on 24^th September 2009.   Following this meeting, the s106 Agreement,

incorporating the Woodland Management Plan, was signed by all parties.   On 18^th February work began at the Ashford Drive site to erect tree protection fences for initial ground clearance to begin in advance of the bird nesting season.   It is anticipated that development work will start in earnest in mid-May 2010, after the expiry of the Judicial Review period that also commenced on 18^th February.

Cllr Hoy proposed that the Parish Council extend their thanks to the Clerk for all her work over a long period, in progressing the affordable housing project, seconded by Cllr Bowker and agreed by all.

254.      Sheltered Accommodation  

Cllr Hoy had contacted a number of Housing Groups but only Orbit had declared an interest in principal, but would prefer to develop ‘extra care’ rather than sheltered accommodation.  The Clerk reported that no replies were received in respect of the article in the December issue of the Village News.  Clerk / Cllr Hoy to liaise with the Orbit Group.                                                                  ACTION – Cllr Hoy / Clerk

255.      Community Electricity Micro-Generation Scheme

Cllr Hoy asked and received Cllrs agreement in principle to approach Victoria Wallace at Leeds Castle regarding this scheme.  Clerk to arrange initial meeting, Cllrs Hendy and Hoy to attend.        ACTION – Clerk

256.      KHS, Roads & Pavements

(i)         Potholes – Clerk had received several complaints from residents regarding potholes in and around the Parish and had continued to report these to KHS.   Clerk had advised residents to also report these potholes and had included a full page notice in the March edition of the K&B News and displayed a poster on Parish notice boards and Website.  KHS had undertaken to effect repairs around the Parish as soon as weather conditions permit, at locations to be identified by the Clerk.   Cllr Whittle requested photographs.   Cllr Hendy agreed to survey the village core area, Cllr Evans - Broomfield Road and the Clerk outlying areas.   Clerk to forward to Cllr Whittle and KHS.            ACTION - Clerk

(ii)         Flooding / drainage, Gravelly Bottom Road – Cllr Coleman, Clerk & two residents had met with Kevin Gore, KHS Drainage Engineer on 2^nd February.   On 26^th Mr Gore advised that he “will remove the mud and debris from the grass verge running along the side of the property Gravelly Hill and will reinstate the verge with compacted planings in order so support the fence. The drainage system will then be fully cleansed including the soak away and all of the gullies in the road.  In regards to the pipe discharging water onto the highway from the property called Saddlers, I am in discussion with Southern Water to see whether they will allow this to be discharged into the sewer.  I have located the tanks on Duck Pond Lane / Chartway Street and it appears that these maybe taking water from two of our highway gullies, I will have this cleansed out as well to reduce the amount of water coming through the system to Saddlers”  

(iii)        Signs – Following contact with KHS’s Dennis Button and agreement with the Twinning Group, the Twinning Signs are confirmed on order and to be in place by Easter.   Having requested ‘SLOW’ on the road at the top and bottom of Slow Hill on and off over the past four years, Clerk reported this has finally been done.

(iv)        Broomfield Green – Kerbing – Cllr Evans reported that a section of kerbing at Broomfield Green has collapsed again.   A/Clerk had e-mailed Phil Tweddell in this regard, who has agreed to look at it  again when the weather improves.   However it needed to be considered that a contributory factor is cars/lorries hitting and mounting the kerb.   Cllrs Evans and Hoy agreed to review a possible alternative.                                  ACTION – Cllrs Evans & Hoy

257.      Recreation & Sports Field          

(i)         Re-surfacing of car park – work had started but has not been completed due to the adverse weather conditions.   However, Wilson Tarmac is anticipating completing the work over the next few days.   A/Clerk to advise the Star FC they cannot use the car park until the work is complete.                                                                                                                                      ACTION –A/Clerk

(ii)         Safe pedestrian access - Cllr Hendy (see next item)

(iii)        Jacobs – footpath to the Sports Field – a meeting had been arranged with Jacobs on 17^th March to discuss the feasibility of this project.
ACTION – Cllr Hendy & A/Clerk

(iv)        Coppicing Lenham Road frontage – Peter Tweddell has quoted £350.00 to coppice and clear this area. The A/Clerk had not been able to obtain other quotes.   Cllr Coleman advised that traditionally coppicing work is completed by late March.   Councillors agreed for Peter Tweddell to undertake the work subject to completion by the end of March.                                                     ACTION – A/Clerk

(v)        Vehicular damage to Lenham Road frontage – Cllr Forster had reported that the verges in front of the Sports Field had been damaged due to heavy plant movement from local properties, Cllr Hendy

agreed to contact the occupants of the properties concerned and request additional care be taken by their Contractors in the future.                                                                          ACTION – Cllr Hendy     

258.      Annual Parish Report 

Clerk was pleased to report a very good response, having received articles from most leaders of Parish and other associated organisations, leaving only three that had not contributed.    A/Clerk had obtained printing / ink quotes, meeting with Jan Enever TBA re: layout, etc.   It was anticipated that the Report should be ready for circulation to all households in the Parish in early April.  A/Clerk advised that there was a budget allowance for hospitality that could be used at the Annual Meeting on 10^th May, Clerk to contact James McConkie, Leeds Castle, regarding giving a talk.                                      ACTION - Clerk

259.      Kingswood & Broomfield Village Hall - Cllr Hoy had nothing to report.

260.      VAM - Equity Release Training

Cllr Evans had previously circulated a report advising of a scheme that MBC was supporting regarding Equity Release.  MBC had offered to speak to residents through the Parish Council meeting.   Following discussion it was agreed that Cllr Evans would pursue this via MBC.                    ACTION – Cllr Evans

261.      Correspondence File

(i)         CiLK (Centre for Independent Living in Kent ) – request for charity donation.   It was agreed that the PC could not offer financial help at this time but would offer advertising space in the village magazine and Website, and would like to request a visit by their organisation to the village.    ACTION - Clerk

262.      Items for next Meeting’s Agenda

No additional items put forward.

263.      Any Other Information

(i)         Cllr Hoy requested that Leeds Castle be approached with a view to incorporating themselves within Kingswood activities.

(ii)         Cllr Hobson advised that Arriva were now operating a low entry bus service locally.  Nu Venture had asked to be kept in the loop regarding the closure of the Kingswood Doctor’s surgery.

(iii)        Parish 2010 6-weekly mechanical sweep & manual schedules received – poster to notice boards & Website

(iv)        Clerk had requested copy of Code of Conduct DVD from MBC – reminder sent 23^rd February.   A/Clerk attended Parish Clerks’ C of C training session on 22^nd February and advised the cost to purchase is £30.00; Cllr Hoy proposed purchasing a copy, seconded by Cllr Coleman and agreed by all                                     ACTION –A/Clerk

(v)        Next East Parish Policing Forum – 23^rd March, 7.0pm, Headcorn Village Hall - Cllr Coleman agreed to attend            ACTION – Cllr Coleman

(vi)        VAM Funding Session 22^nd April – Cllr Rouse agreed to attend                 ACTION – Cllr Rouse

(vii)       Clerk & A/Clerk, together with Ulcombe Parish Clerk, had organised area Clerks’ lunch on Thursday 4^th March at The Ridge, Chartway Street – 20 Clerks attending, various Parish issues are discussed at these quarterly get-togethers, Clerks will report back at next meeting, anything of interest to this Parish

(viii)      KCC Annual Performance Report DVD had been received and was available for viewing on request to the Clerk

264.      Planning Enforcement (Closed Session)

Clerk reported that there were no new Planning Enforcement matters and no further updates had been received from MBC regarding on-going Enforcement issues

265.      Parish Council Meetings  

The next Meeting of the Parish Council will be held on Monday 12^th April 2010 at the Leeds & Kingswood Scout HQ, Lenham Road, Kingswood commencing 7.30pm. 

There being no further business Cllr Hendy closed the meeting at 11.10pm.

                                                                                                Signed                          Chairman

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